Shubham Mathur This workflow corresponds to n8n.io template #12419 — we link there as the canonical source.
This workflow follows the Gmail → Google Calendar recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"id": "VDszM3EhszJTQHuk",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Schedule appointments using Google Calendar and Gmail",
"tags": [],
"nodes": [
{
"id": "29aab469-1f9f-452d-8141-5059af69fffc",
"name": "Receive appointment request",
"type": "n8n-nodes-base.webhook",
"position": [
160,
352
],
"parameters": {
"path": "appointment-request",
"options": {
"rawBody": false,
"ignoreBots": true,
"responseHeaders": {
"entries": [
{
"name": "Content-Type",
"value": "application/json"
}
]
}
},
"httpMethod": "POST",
"responseMode": "responseNode"
},
"typeVersion": 2.1
},
{
"id": "2bf0d6da-e840-4599-b793-8fbf23babcfd",
"name": "Format appointment data",
"type": "n8n-nodes-base.set",
"position": [
384,
352
],
"parameters": {
"include": "selected",
"options": {
"dotNotation": false
},
"assignments": {
"assignments": [
{
"id": "0e263997-2422-4470-a2d8-75e948d9263b",
"name": "name",
"type": "string",
"value": "={{ $json.body.name }}"
},
{
"id": "7ada9c8f-f6bb-43c7-9f85-2a0f0a647dc4",
"name": "company",
"type": "string",
"value": "={{ $json.body.organization }}"
},
{
"id": "ef270c99-ac86-4f4e-b0e0-ab90954081d9",
"name": "email",
"type": "string",
"value": "={{ $json.body.email }}"
},
{
"id": "7dd61002-b455-4e00-997c-8bcdc6fb55c4",
"name": "phone",
"type": "string",
"value": "={{ $json.body.phone }}"
},
{
"id": "5273013e-ad6f-4ae0-ac2e-4a5de27d8bf0",
"name": "appointmentStartDate",
"type": "string",
"value": "={{ $json.body.appointmentDateTime }}"
},
{
"id": "0ee4cc66-e4d5-429a-81f6-fe14371589be",
"name": "appointmentEndDate",
"type": "string",
"value": "={{ DateTime.fromISO($json.body.appointmentDateTime).setZone('Asia/Kolkata').plus(1, 'hours') }}"
},
{
"id": "da4a897b-96f5-4008-a7cc-68f5dfa6d4a5",
"name": "message",
"type": "string",
"value": "={{$json.body.optionalMessage }}"
}
]
},
"includeFields": "body",
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "a0c4e8f2-ed59-466e-b020-13b4c763894d",
"name": "Check Availability",
"type": "n8n-nodes-base.googleCalendar",
"onError": "continueRegularOutput",
"position": [
608,
352
],
"parameters": {
"options": {
"outputFormat": "availability"
},
"timeMax": "={{ $json.appointmentEndDate }}",
"timeMin": "={{ $json.appointmentStartDate }}",
"calendar": {
"__rl": true,
"mode": "list",
"value": "user@example.com",
"cachedResultName": "Primary"
},
"resource": "calendar"
},
"credentials": {
"googleCalendarOAuth2Api": {
"name": "<your credential>"
}
},
"notesInFlow": false,
"typeVersion": 1.3,
"alwaysOutputData": true
},
{
"id": "8ae03768-acf8-4748-9d5e-804d2cc7fad3",
"name": "Is approved?",
"type": "n8n-nodes-base.if",
"position": [
1504,
256
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "or",
"conditions": [
{
"id": "2b5cc36c-b8b5-4a20-9fa7-499fa8c4a939",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{$json.data.approved }}",
"rightValue": "true"
}
]
}
},
"executeOnce": false,
"typeVersion": 2.2,
"alwaysOutputData": false
},
{
"id": "16e45971-fc70-4478-ac00-c5ce0eb66f48",
"name": "Appointment Failed",
"type": "n8n-nodes-base.gmail",
"position": [
1728,
352
],
"parameters": {
"sendTo": "={{ $('Format appointment data').item.json.body.email}}",
"message": "=Hi,{{ $('Format appointment data').item.json.name }}\n\nThe appointment could not be scheduled for the requested date and time.\n\nReason: The appointment was rejected by the approver.\n\nPlease reschedule your appointment or contact us directly by replying to this email.\n\nApologies for the inconvenience caused.\n\nRegards,\n<insert-your-org-name>\n",
"options": {
"bccList": "info@example.com",
"appendAttribution": false
},
"subject": "=RE: Appointment request with <insert-your-name> at {{ DateTime.fromISO($('Format appointment data').item.json.appointmentStartDate).toFormat('cccc, MMMM dd @ hh:mm a') }}\n\n",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "22a1d4e8-f83a-4e46-a883-7880c5968bbb",
"name": "Book Appointment",
"type": "n8n-nodes-base.googleCalendar",
"position": [
1728,
160
],
"parameters": {
"end": "={{ $('Format appointment data').item.json.appointmentEndDate }}",
"start": "={{ $('Format appointment data').item.json.appointmentStartDate }}",
"calendar": {
"__rl": true,
"mode": "list",
"value": "user@example.com",
"cachedResultName": "Primary"
},
"additionalFields": {
"color": "11",
"summary": "=Project discovery meet with {{ $('Format appointment data').item.json.body.name }} at {{ DateTime.fromISO($('Format appointment data').item.json.appointmentStartDate).toLocaleString(DateTime.DATETIME_MED) }}",
"attendees": [
"={{ $('Format appointment data').item.json.email }}",
"info@example.com"
],
"description": "=Hi {{$('Format appointment data').item.json.name}}\n\nYour appointment is confirmed, please find the attached event/meeting details.\n\nRegards,\n<insert-your-org-name>",
"sendUpdates": "all",
"conferenceDataUi": {
"conferenceDataValues": {
"conferenceSolution": "hangoutsMeet"
}
},
"guestsCanSeeOtherGuests": true
}
},
"credentials": {
"googleCalendarOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1.3
},
{
"id": "a3c0ede0-ee2a-4ef8-a8d4-4badeb6ee97d",
"name": "Respond to Webhook",
"type": "n8n-nodes-base.respondToWebhook",
"position": [
832,
352
],
"parameters": {
"options": {
"responseCode": 200,
"responseHeaders": {
"entries": [
{
"name": "Content-Type",
"value": "application/json"
}
]
}
},
"respondWith": "json",
"responseBody": "={\n \"success\": \"{{ $json.available }}\",\n \"message\": \"{{ $json.available ? 'Thank you for your interest, Meeting details will be emailed shortly once approved.' : 'We cannot confirm the appointment at this time, Please try again with a different day/time-slot.' }}\"\n}"
},
"typeVersion": 1.4
},
{
"id": "a05231fc-9c65-4732-8e73-ecb5fb51cf19",
"name": "Is Slot Available?",
"type": "n8n-nodes-base.if",
"position": [
1056,
352
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "ca33df49-543c-4fc8-b357-47c83348871d",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{ $('Check Availability').item.json?.available }}",
"rightValue": "true"
}
]
}
},
"typeVersion": 2.2,
"alwaysOutputData": false
},
{
"id": "b7ec4e94-48e8-41d0-ae3f-3cfce5c88388",
"name": "Get Approval (HR) [1 hour wait]",
"type": "n8n-nodes-base.gmail",
"onError": "continueRegularOutput",
"position": [
1280,
256
],
"parameters": {
"sendTo": "info@example.com",
"message": "=Hi <insert-your-name>,\n{{ $('Format appointment data').item.json.body.name }} has requested to schedule an appointment with you at {{ DateTime.fromISO($('Format appointment data').item.json.appointmentStartDate).toFormat('cccc, MMMM dd @ hh:mm a') }}. \nHere are the customer information:\nName: {{ $('Format appointment data').item.json.name }}\nCompany: {{ $('Format appointment data').item.json.company }}\nContact Email: {{ $('Format appointment data').item.json.email }}\nMessage: {{ $('Format appointment data').item.json.message }}\n",
"options": {
"appendAttribution": false
},
"subject": "Approval Required",
"operation": "sendAndWait",
"approvalOptions": {
"values": {
"approvalType": "double"
}
}
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1,
"alwaysOutputData": false
},
{
"id": "42b3486c-f2d7-4336-839d-1789f7bae261",
"name": "End - Slot Busy",
"type": "n8n-nodes-base.noOp",
"position": [
1280,
448
],
"parameters": {},
"typeVersion": 1
},
{
"id": "fb697393-26eb-4bd2-8fe9-69566d1eb088",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
112,
-160
],
"parameters": {
"width": 672,
"height": 360,
"content": "## Smart Appointment Scheduler\n\n## How it works\n1. Receives appointment request via Webhook.\n2. Checks Google Calendar availability.\n3. If free, requests HR approval via Gmail.\n4. Sends confirmation or rejection email.\n\n## Setup steps\n1. Configure Google Calendar and Gmail credentials.\n2. Update Timezone in workflow settings.\n3. Send POST request with JSON body."
},
"typeVersion": 1
},
{
"id": "277da4b1-0ee9-49d9-8be6-eabfbc4aec17",
"name": "Sticky Note Group 1",
"type": "n8n-nodes-base.stickyNote",
"position": [
105,
248
],
"parameters": {
"color": 7,
"width": 430,
"height": 264,
"content": "## Step 1: Ingestion\nReceives and formats the request."
},
"typeVersion": 1
},
{
"id": "e9898219-fcaa-4c86-bd80-d28bbc1864a0",
"name": "Sticky Note Group 2",
"type": "n8n-nodes-base.stickyNote",
"position": [
572,
248
],
"parameters": {
"color": 7,
"width": 616,
"height": 264,
"content": "## Step 2: Availability\nChecks calendar availability and returns immediate response."
},
"typeVersion": 1
},
{
"id": "ac7ca2be-1159-4311-bc12-e495d4a5fea3",
"name": "Sticky Note Group 3",
"type": "n8n-nodes-base.stickyNote",
"position": [
1244,
126
],
"parameters": {
"color": 7,
"width": 616,
"height": 482,
"content": "## Step 3: Approval & Booking\nHandles manual approval and booking."
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"timezone": "Asia/Kolkata",
"callerPolicy": "workflowsFromSameOwner",
"timeSavedMode": "fixed",
"availableInMCP": false,
"executionOrder": "v1",
"executionTimeout": -1
},
"versionId": "480e31a5-f443-4925-b0ed-70ec7f2c80d8",
"connections": {
"Is approved?": {
"main": [
[
{
"node": "Book Appointment",
"type": "main",
"index": 0
}
],
[
{
"node": "Appointment Failed",
"type": "main",
"index": 0
}
]
]
},
"Check Availability": {
"main": [
[
{
"node": "Respond to Webhook",
"type": "main",
"index": 0
}
]
]
},
"Is Slot Available?": {
"main": [
[
{
"node": "Get Approval (HR) [1 hour wait]",
"type": "main",
"index": 0
}
],
[
{
"node": "End - Slot Busy",
"type": "main",
"index": 0
}
]
]
},
"Respond to Webhook": {
"main": [
[
{
"node": "Is Slot Available?",
"type": "main",
"index": 0
}
]
]
},
"Format appointment data": {
"main": [
[
{
"node": "Check Availability",
"type": "main",
"index": 0
}
]
]
},
"Receive appointment request": {
"main": [
[
{
"node": "Format appointment data",
"type": "main",
"index": 0
}
]
]
},
"Get Approval (HR) [1 hour wait]": {
"main": [
[
{
"node": "Is approved?",
"type": "main",
"index": 0
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
gmailOAuth2googleCalendarOAuth2Api
Pro
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About this workflow
Tired of automated booking tools cluttering your calendar with spam or overlapping meetings? SyncPoint is a “Smart Gatekeeper” that checks your availability and asks for your manual approval via email before a single event is booked. Once approved, it schedules the meeting…
Source: https://n8n.io/workflows/12419/ — original creator credit. Request a take-down →
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